Events Policies

Event requests by any department & organization that owes money from a previous event will not be approved until all payments have been made.

Event organizers, as well as all participants and guests, must follow the direction of authorized university personnel with respect to use of a licensed space. The university reserves the right to immediately remove event organizers, contracted service providers, participants or guests, and any other individuals associated with an event should any policies be violated.

With the exception of events supported by the SPH Dean's office and Academic Affairs & Student Services, SPH Events does not host events on weekends or public holidays. SPH Events focuses on and prioritizes events that align with and promote the priorities of the Milken Institute School of Public Health.

Events hosts are required to sign and return the Event Booking Confirmation—or Licensed Contract Agreement along with the deposit payment for sponsored or external events—to SPH Events before an event can receive final approval. SPH Events will not hold or allow access to a space, and venues will remain open for request by GW departments until required documentation is received.

Department Events

A department event is a meeting, event, or series of meetings or events where the planning process and payment is handled by the department.

SPH departments will not be charged daily rates for event spaces, with the exception of a SPH department that co-hosts with another GW department outside of the School of Public Health or collaborates with and external groups. Requests for GW department events submitted less than 30 days prior to the event's start date will not be considered. Requests will not be approved without a Banner ID.

Any internal, department, or GW event requires the presence of the GW-affiliated point of contact to be present during the entirety of an event and when external partners or vendors are on the premise. This includes in-person meetings or calls between vendors and SPH Events team or when external vendors and service providers are setting up for or striking an event.

Student Organization Events

SPH Events focuses on and prioritizes student organization event that align with and promote the priorities of the Milken Institute School of Public Health.

Student organizations must be actively registered with the GW Office of Student Life and must abide by policies, procedures or codes of conduct set forth by the university. Student organizations are expected to comply with all SPH Event policies and procedures. If a student organization collaborates with a GW department to host an event, the GW department's administrator must submit the event booking request on behalf of the student organization, and serve as the event's primary point of contact.

When requesting event space, student organizations must designate an officer of that student organization to serve as the primary point of contact, who will work with SPH Events to facilitate the event. The point of contact should be present during meetings or calls with the SPH Events team, as well as during the entirety of the event to include pre- and post-event activities such as deliveries and event clean-up. The faculty or staff advisor for a student organization wishing to book space outside of business hours in the Milken Institute School of Public Health must be present during the event. Student organization's faculty that plan to pay for charges using university funding must also provide the contact information of their department's financial administrator. Student organization requests will not be approved without a Banner ID.

GW Student Organizations hosting events that plan to serve alcohol must satisfy all university procedures and requirements. Student organization events will not be approved until all criteria has been satisfied. Student groups are not permitted to register a university-sponsored activity at which alcoholic beverages are consumed, served, or sold. Additional guidance can be found here.

External Events

An external event is a meeting, event, or activities where the planning process and/or payment is handled by the external client. SPH Events focuses on and prioritizes events that promote the educational and cultural experiences for the school of public health, its students, alumni, and donors to enhance the SPH's reputation for excellence.

Requests for external events submitted less than 60 days prior to the event's start date will not be considered. External clients may only rent classrooms during the summer semester.

Any external event requires the presence of the point of contact affiliated with the external group to be present during the entirety of an event and when other external partners or vendors are on the premise. This includes in-person meetings or calls between the external vendors and SPH Events team or when the external partners and vendors are setting up for an event.

External Furniture & Vendor Equipment Rentals

Event organizers are welcome to rent external furniture, equipment, and materials at their own expense. Organizers must submit a list of any rented equipment & materials at least 30 days prior to the event start date. If a vendor has not previously been contracted by the University, the vendor must provide their operating license valid in the District of Columbia and certificate of liability insurance at least 30 days prior to an event’s start date.

SPH Events does not sign for or accept deliveries of external equipment owned or rented by external event hosts or vendors, nor do we have space to store or secure external equipment.

Internal event furniture & equipment

Only authorized Events, Facilities, Housekeeping, and IT personnel are permitted to handle, move, install, or manipulate SPH-owned furniture or equipment. Once an event space has been set up, organizers and guests are prohibited from moving, adding, or manipulating furniture or equipment during any point of the event. Failure to abide by these policies may result in future event request not being approved.

External event furniture & equipment

Events and Facilities staff, as well as organizers and guests, are not permitted to move, handle, or install any rental furniture or external equipment. The University is not responsible for damage or theft of external equipment, technology, or furniture.

Catered Events & Events with Food

The catering prep space is reserved exclusively for events that take place in the Convening Center. Caterers are not permitted to operate in the building or support events outside of the Convening Center. It is the responsibility of the event organizer to arrange for catering services.

While the university does not require the use of a specific company, caterers must be certified to operate in the District of Columbia and present insurance certification at least 30 days prior to the start of the event. Caterers are required to supply their own fire extinguisher. A list of university-approved caterers can be found here. Food and beverage consumption, except for bottled water, is prohibited in auditoria, lecture halls, the case study, and classrooms. Events with catering must also have housekeeping scheduled.

Events with catering services on site require Housekeeping to be present, with event hosts responsible for paying for the charges related to housekeeping services.

Events with Alcohol

Events with alcohol must abide by GW's Events with Alcohol Policy and Alcoholic Beverage Consumption and Distribution Policy, as well as DC laws governing the service and distribution of alcohol. Event guests and participants must consume alcohol within the designated event venue, and guests cannot carry or consume alcohol in another space or outside of the building.

Events with alcohol must have a licensed alcohol handler unaffiliated with the university, with alcohol being provided by a licensed distributor. Caterers with a valid liquor license may serve alcohol (more info here). Distributers and servers must be certified to operate in the District of Columbia. More about DC’s Alcoholic Beverage Regulation Administration alcohol laws and license regulations can be found here.

GW Student Organizations hosting events that serve alcohol, must satisfy all requirements found here; requests will not be approved until all criteria has been satisfied. Student groups and individual students are not permitted to register a university-sponsored activity at which alcoholic beverages are consumed, served, or sold. Additional guidance can be found here.

Events where alcohol is served may require security to be present, particularly if students or guests under the age of 21 are in attendance, and will be determined on a case-by-case basis through University Police. Event organizers affiliated with the university must directly submit their request via GWPD. SPH Events will submit requests for GWPD on behalf of external event organizers. Instructions for requesting additional security can be found here.

GW security and servers reserve the right to verify the age of any attendee, and may refuse service to any individual at any time. Guests that do not abide by these guidelines or are visibly intoxicated may be asked to leave an event.

Single-Use Plastic Elimination

In accordance with GW’s Single-Use Plastics Policy, event organizers are required to follow restrictions and guidance regarding single-use plastics, which should not be procured for use at client’s event.

Building Access & Security

Event check-in

Even if event organizers plan to conduct their own event sign-in, an individual with the event organizer must remain present in the building entrance to assist and accompany attendees to the designated event space. Organizers must submit a list of external attendees to [email protected] at least 24 hours prior to the event start; organizers are not permitted to directly provide attendee lists to the front desk.

Individuals currently affiliated with the university will need to scan their GWID card when entering the building. Attendees and vendors not affiliated with the University are required to check in at the front desk and present identification. Acceptable forms of identification include a driver’s license, passport, and any US government- or state-issued ID.

Event security on weekends

Events that take place after building hours are required to have University Police present. Requests, which can be made here, must be submitted by the GW department hosting the event. Once GWPD has approved a request for event support, they must share documentation with the SPH Events team. Requests for external events will be managed by SPH Events. All fees for security must be paid by the event host.

Smoke-Free Policy

The university is dedicated to maintaining a safe and healthy work and academic environment, improving indoor and outdoor air quality, and promoting the comfort of university students, faculty, staff, and guests. The university is a smoke-free campus and use of tobacco products is not permitted.

Non-Discrimination Policy

The George Washington University is committed to maintaining a non-discriminatory, harassment-free, and diverse educational and academic environment, and does not unlawfully discriminate against any person on the basis of protected characteristics, status, or any other basis prohibited by federal, local, or other applicable law.

Event organizers, staff, contractors, vendors, and guests are prohibited from discriminating against any person on the basis of age, class or socio-economic status, disability, gender identity or expression, marital or familial status, national or ethnic origin, political affiliation, pregnancy, race or religion, sex or sexual orientation, or veteran status.

Events Promotion & Signage

Event organizers are prohibited from modifying, removing, or covering up of any SPH branding, signage, logos, as well as the unauthorized use of SPH or GW logos. Exceptions will not be provided unless written authorization is approved by the SPH Communications Office prior to the start of the event.

Use of adhesives or fasteners for the purpose of attaching materials or signage on any surface of an event space or throughout the building is not permitted. Flyers can be placed on the designated bulletin boards in the 2nd, 4th, & 6th floor shared spaces.

Prohibited Items

In addition to the aforementioned, other prohibited items include but are not limited to:

Glitter, confetti, or helium-filled balloons
Stovetops, hotplates, or open flames (eg, candles)
Weapons, projectiles, and fireworks
Live animals other than service animals
Hazardous chemicals or materials
Illicit drugs, marijuana, and non-prescribed medications (eg, opiates)
Artificial noisemakers (eg, horns, whistles, vuvuzelas)

Violations

Event organizers, as well as all participants and guests, must follow the direction of authorized university personnel with respect to use of a licensed space. The University reserves the right to immediately remove event organizers, contracted service providers, participants or guests, and any other individuals associated with an event should any of the following policies are violated:

Use of adhesives or fasteners for the purpose of attaching materials to surfaces, including walls, windows, and doors.
Modification, removal, or covering up of any SPH branding, signage, logos, as well as the unauthorized use of SPH or GW logos.
Unauthorized access or use of areas other than the Licensed Space.
Possession or use of prohibited items anywhere on university property.
Disorderly conduct, drug use, property damage/theft, or any violations of law.
Consumption of alcohol by any person under the legal age of 21.

Attendees and vendors are required to comply with these policies. Event organizers that fail to enforce or contribute to the violation of any of the policies may be asked to leave or result in being barred from hosting future events.

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